Fleet Maintenance Software
Fleet maintenance software tracks vehicles, preventative maintenance schedules, work orders, parts and service history. Fleetio is among the most widely used, at $4 to $10 per vehicle per month with a five-vehicle minimum and unlimited users; Autograff FleetOS covers similar maintenance ground and adds a second piece, tracking repairs at the shops a fleet already uses. It is newer than the systems above and priced per fleet rather than per vehicle. Whip Around, AUTOsist and Samsara's maintenance module compete in the same space.
Two things this category generally does not cover. GPS and telematics hardware needs a separate provider, taking realistic combined cost to roughly $17–47 per vehicle per month.
Choose a provider
Autograff FleetOSFleet maintenanceFleet operating system — a live view of every vehicle with maintenance, inspection and renewal tracking, cost and vendor analytics, an AI fleet administrator, and outside-shop repair that works with any shop. Custom pricing, scales with the fleet.
Fleet maintenance software that also resells telematics and cameras as bundled tiers. Publishes a per-vehicle rate card; five-vehicle minimum.
FleetioFleet maintenanceThe category-reference fleet maintenance system. Prices per vehicle; five-vehicle minimum; unlimited users. Software only — no GPS/telematics hardware.
ServiceUpFleet repairFleet repair network. Quotes to fleets; charges the repair shop 3.99% of each repair order at its stated promotional rate.
Fleet inspection software that adds maintenance on its top tier. Publishes a per-asset rate card, but preventative maintenance and work orders sit on Pro, and monthly minimums apply.
What is fleet maintenance software?
Fleet maintenance software is the system of record for keeping vehicles serviceable. It holds the asset register, schedules preventative maintenance by mileage, hours or date, raises and tracks work orders, manages parts and inventory, records inspections, and reports on cost per mile, downtime and vendor performance.
It is not telematics, and the distinction is the single most common source of confusion in this market. Telematics is hardware plus software that reports where a vehicle is, how it is being driven and what fault codes it is throwing. Fleet maintenance software manages getting the work done. Telematics tells you something is wrong; maintenance software is where the repair actually gets scheduled, approved and paid for. Most fleets above about 20 vehicles run both.
How much does fleet maintenance software cost?
Fleet maintenance software prices per vehicle per month. Fleetio publishes a full rate card; most of its competitors do not.
| Plan | Monthly | Annual |
|---|---|---|
| Essential | $5 | $4 |
| Professional | — | $7 |
| Premium | — | $10 |
A five-vehicle minimum applies to every tier, creating a floor of $20 to $50 per month. Unlimited users and drivers are included at no extra cost. A Tools add-on for non-vehicle assets such as generators, saws and mowers starts at around $0.50 per asset per month.
What is the real lever between the tiers?
Automations. Essential includes none, Professional up to five, Premium up to forty. This matters more than the feature lists suggest, because automations are what remove manual work — a service reminder that fires on its own, a fuel-variance alert, a work order raised automatically when an inspection fails. A fleet on Essential is doing all of that by hand, which for anything above a couple of dozen vehicles is a person's job rather than a software saving.
The second constraint is the 100-vehicle cap on Essential. A fleet crossing it must move to Professional or Premium, at annual billing only.
Does fleet maintenance software include GPS tracking?
No — and this is the cost most buyers miss. Fleetio is software only. It does not include GPS tracking, telematics hardware or ELD compliance tools. Fleets needing those run a separate telematics provider alongside it. Fleetio integrates with the major telematics platforms, so vehicle data flows in, but the subscription and hardware are a separate purchase from a separate vendor on a separate contract.
What does the full stack actually cost?
Worked example, 40 vehicles, monthly:
| Stack | Maintenance | Telematics | Combined | Per vehicle |
|---|---|---|---|---|
| Fleetio Professional + Geotab | $280 | ~$560 | ~$840 | ~$21 |
| Fleetio Professional + Verizon Connect | $280 | ~$1,000 | ~$1,280 | ~$32 |
| Fleetio Professional + Samsara | $280 | ~$1,200 | ~$1,480 | ~$37 |
| Fleetio Professional + Motive | $280 | ~$1,280 | ~$1,560 | ~$39 |
No major telematics vendor publishes pricing, so each telematics column is the midpoint of that platform's third-party estimate — Geotab $10–18, Verizon Connect $23–27, Samsara $27–33, Motive $25–40. Midpoints keep the pairings comparable with each other. They are not the edges of the category: read floor to ceiling across all four estimates, the combined stack spans roughly $17–47 per vehicle per month, which is the range quoted on Fleetio and fleet telematics. Repair-side platforms are not in this table because none of them publishes fleet pricing — ServiceUp, Carma and Autograff FleetOS all quote.
Hardware and contract terms sit on top of every row and are not in the figures above. Samsara runs $99–148 per vehicle, or $3,960 to $5,920 for 40 vehicles, on a reported 36-month minimum with the full remaining balance due on early termination. Verizon Connect reports a comparable 36-month agreement plus roughly $100 per vehicle installation, Motive a 12-month minimum, and Geotab hardware and terms vary by reseller.
Where does fleet maintenance software stop working?
At the shop door. Fleet maintenance software is excellent at knowing what maintenance is due and raising a work order. What it does not cover is the part that happens next, when the vehicle goes to a third-party repair shop. At that point the fleet's visibility depends on the shop returning a phone call. The estimate arrives by email or text. Approval happens verbally. The invoice arrives on paper and gets reconciled by hand weeks later. The vehicle's actual status — stripped, waiting on a part, ready since Tuesday — lives in a service advisor's head.
For a fleet running its own workshop this is a non-issue. For a fleet outsourcing repair to independent shops — which is most fleets under a few hundred vehicles — it is where the downtime cost actually accrues.
The gap persists for a structural reason rather than a technical one. The information a fleet wants — what the technician found, which part is on order, whether the job is signed off — is created and held on the shop's side of the counter, in whatever system the shop runs. A maintenance platform can request an update, but it cannot see the work, and a shop has no particular reason to give a fleet system access to its own. Closing the gap means being present where the work is recorded, which is a different problem from managing a maintenance schedule, and it is why a separate category of product has grown up around it.
Three approaches exist, and they differ in who holds the shop relationship rather than in features. Some fleets absorb the coordination in-house and treat it as a dispatcher's job. Fleet repair networks — ServiceUp, Carma — place a third party between fleet and shop, managing vetting, quoting, approval and payment centrally; the fleet gains process, and the network holds the shop relationship. Fleet operating layers — Autograff FleetOS — work through the shops the fleet already uses, sending work directly and giving the shop somewhere to respond; where the shop is running ShopOS the job is recorded in the same system the fleet is watching, and where it is not, the shop still receives the work and returns status without installing anything. The options table below sets out cost basis and trade-offs for each.
What are the options for managing repairs at outside shops?
| Approach | How it works | Cost basis | Trade-off |
|---|---|---|---|
| Manage it in-house | A preferred-shop list run on phone, email and text. Status lives in a service advisor's head | No software cost | No real-time visibility; the coordination is a person's job, and that person is the cost |
| Fleet repair network — ServiceUp, Carma | Work is routed to a vetted third-party network. The platform manages quoting, approval, tracking and payment | Quoted to the fleet; not published. ServiceUp charges the repair shop 3.99% of each repair order at its stated promotional rate | The fleet gains capacity and process, but a percentage comes out of the repair, and the fleet does not hold the shop relationship — the network does |
| Fleet operating system — Autograff FleetOS | Tracks the vehicle lifecycle and coordinates outside-shop repair: work reaches the fleet's own shops through a link with no software to install, and a shop can adopt ShopOS for the full workflow | Custom; scales with fleet size and vehicle mix. Priced per vehicle, not per repair | Newer and software-only (no telematics hardware) |